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This article explains how to create a screenshot and how to edit screenshot images on different operating systems and devices, to use in Knowledge Base articles. To learn how to add screenshots and other images to KB articles, see:

Tips for creating screenshots for Knowledge Base articles

Use a red "screengrab" to outline important parts of screenshot images, like this:

Keep screenshots small. Try to make them no larger than 620 pixels high or wide.

Paint on Windows and Preview on Mac are useful software for cropping and editing screenshot images. You can also use freeware such as GIMP on Windows, Mac and Linux. Other editing tools are listed at the end of this article.

Create a screenshot on Windows

Once you have the screen presented the way you want for the screenshot:

Press the Print Screen or Prnt Scrn or prt sc or PrtSc key (depending on your keyboard). This key is usually found in the upper right section of your keyboard. To capture only the active window, hold down the Alt key, before you press the Print Screen or Prnt Scrn or prt sc or PrtSc key.

Go to the Windows Start menu and open up the Microsoft Paint program from the Programs list (look under Accessories).

Once Paint is open, click Paste and your screenshot will appear.

Save your image as a PNG file, in an easy-to-find location such as your desktop.

Cropping screenshots in Paint

Cropping screenshots lets you edit a big image to show the readers only what they need to see.

Open the screenshot in Paint.

On the toolbar click Select+Rectangular Selection.

Your cursor now looks like a compass. Use your cursor to draw a rectangle around the area you wish to show up in the final image.

Click Crop.

Making screen grabs in Paint

Screen grabs let you focus on a small portion of a picture inside a larger picture. You may want to show one button on a whole toolbar.

Open the screenshot in Paint.

In the Shapes toolbar select the rectangle shape.

In the Colors toolbar select the color red.

Your cursor now looks like a compass. Use your cursor to draw a red rectangle around the area you want to showcase.

Resizing images in Paint

Some screenshots come out large. But it’s best not to use screenshots that are more than 620 pixels long or wide. Here’s how to resize a big screenshot.

Open the screenshot in Paint.

Click Resize on the toolbar. A Resize and Skew window opens.

Check if the height and width are both under 620 pixels. If they’re larger, type a smaller number into either the horizontal or vertical bar.

Create a screenshot on Mac

Once you have the screen presented the way you want for the screenshot:

To capture the screen, hold down the command key, as well as the Shift key, as you press 3.

To capture a specific section, hold down the command key, as well as the Shift key, as you press 4; then select the area you want to copy.

To capture a specific window, hold down the command key, as well as the Shift key, as you press 4; then press the spacebar. You can then click on a window to capture it.

As a result, there will be a PNG file on your desktop.

Cropping images in Preview

Cropping screenshots lets you edit a big image to show the readers only what they need to see.

Open the screenshot in Preview.

Click
on the toolbar. A second toolbar opens.

Your cursor now looks like a compass. Use your cursor to draw a rectangle around the area you wish to show up in the final image.

.

Click Crop.

Making screen grabs in Preview

Screen grabs let you focus on a small portion of a picture inside a larger picture. For example, you may want to showcase one button on a whole toolbar.

Open the screenshot in Preview.

Click Tools>Annotate>Rectangle.

A red rectangle appears. Adjust the rectangle so that it fits around the area you want to showcase.

.

Resizing images in Preview

Some screenshots come out large. But it’s best not to use screenshots that are more than 620 pixels long or wide. Here’s how to resize a big screenshot.

Open a screenshot in Preview.

Click Tools > Adjust Size. A window opens.

Check if the height and width are both under 620px. If they’re larger, type a smaller number into either the height or width bar.

Make sure Scale Proportionally is checked and click OK.

Create a screenshot on Linux

Once you have the screen presented the way you want for the screenshot:

On Ubuntu Linux, click the Applications menu, go to the Accessories folder, and select Take Screenshot.

In other cases, depending on your desktop manager, you can use KSnapshot or Gnome-screenshot or use the Print Screen or Prnt Scrn or prt sc or PrtSc key, depending on your keyboard, to capture your screenshot.

Create a screenshot on iOS devices

Once you have the screen presented the way you want on your iPhone or iPad:

Press and hold the Sleep/Wake button, then immediately press the Home button.

Your screen will flash white for a second and the device will make a camera shutter noise (if the volume is on) to indicate that the screenshot has been taken.

The screenshot is now stored in your photos app for you to view.

iOS devices: iPhone 6 devices & above, the Sleep/Wake button is on the right side of the device.

Create a screenshot on Android devices

Once you have the screen presented the way you want on your Android phone or tablet:

Press and hold the Sleep/wake button and the volume-down button simultaneously. The screen flashes.

Find the screenshot in the Gallery app.

Send the screenshot to your computer. If you want, edit the screenshot in an image editing software such as Paint or Preview.

Not all Android devices work the same way. If the above method doesn't work and your device has a home button, press and hold the home button and the power button at the same time, until the screen flashes. For other methods, see these articles: